Human Resources HR53 - Personnel Files - Student Hires

Accessed:	2026-07-17
Purpose of series:	Records series documenting the temporary employment of students though (but not limited to): co-op, work term, Honoria, research grants, hourly wage, or stipends. Documents the student term of employment from initial hiring to end of employment.
Scope and contents:	Includes but not limited to): hiring documentation and any records generated during their time of employment. May contain (but not limited to): Correspondence, letter of hire, schedules, time sheets, confidentiality agreements, evaluations, CV or Resume, anonymized reference checks.
Cross reference:	For direct deposits see: HR30 Payroll Management and FN11 Accounts Payable
Exceptions:

Primary offices:	Unit responsible for hire
Primary office retention trigger:	Superseded / Obsolete
Primary office disposition:	Secure Destruction
Primary office retention period:	7 years
Primary office retention instructions:	S/O (Superseded/Obsolete) = Employment Ceased. After employment has ceased record retained for 7 years, then destroyed.

Secondary offices:	N/A
Secondary office retention trigger:
Secondary office disposition:
Secondary office retention period:
Secondary office retention instructions:

Retention rationale:

Expected operational use, and CRA requirements.

Vital records	Electronic systems	Personal information	Official media
No	NAS, Banner	Yes	Paper, Electronic

Approval date:	Last updated:	Edited by:	Security classification:
2021-05-31	2025-06-19 09:04:28	cr618206	Confidential

Notes:

Reference Checks for employees are to be anonymized in personnel files. Definition of a Student Hire: Registered Dalhousie Students engaged in casual employment in a position designated for employing a student, normally for no more than 10 hours per week.